AI workforce management for shift-based teams

Smarter rotas. Accurate attendance. Less admin.

Scheduling, clocking, leave, labour costs and payroll-ready data in one secure platform — with AI that suggests and managers who decide.

Start 30-day free trial Book a live demo

Card required — nothing charged for 30 days. No setup fees. Cancel anytime.

Real product screens, demonstration data
AI suggests — a manager approves
No fabricated customer claims
Export your data any time

Product tour

Every example uses demonstration data, not a real workplace.

Demonstration data — not a real workplace

workpilotai.co.uk — ai draft rota

Suggested draft — Mon 3 August

Draft · awaiting manager review

Aisha K. · Senior carer
Available, under 40h
07:00 – 15:00
Tom B. · Carer
Rest period respected
07:00 – 15:00
Grace O. · Carer
Requested this shift
14:00 – 22:00
Daniel R. · Nurse
Night-shift eligible
22:00 – 07:00

Accept draftEdit shiftsRegenerate

The draft considers availability, booked leave, working-time rules and your labour budget. Nothing reaches staff until a manager publishes it.

Generate a draft week, review it, then publish when you're happy.

Everything your workforce needs

One platform from rota planning to payroll-ready data — included on every plan.

Smart rota builder

Build the week from templates or an AI draft, spot gaps before you publish.

AI workforce assistant

Ask about staffing, attendance, overtime and leave. It suggests; you decide.

Simple clocking

Staff clock in on the phone, tablet or computer they already have.

Location verification

Optional device-location checks per site. No clocking terminal to buy.

Holiday and absence

Live allowances, staff requests, manager approval and clash warnings.

Shift swaps and cover

Staff arrange cover between themselves; a manager approves the change.

Labour cost control

Hours, overtime and estimated cost against budget as you build the week.

Payroll-ready exports

Thirteen readiness checks, then CSV with your own column names.

Multi-site reporting

Combined and per-site rotas, payroll and reports from one dashboard.

Notifications

Managers and staff kept informed about changes, requests and decisions.

How it works

Live in about 10 minutes — no setup call, no implementation fee, no clocking machine.

01
Create your rota
Build the week yourself or start from an AI draft.
02
Publish to staff
Everyone sees their shifts in the app straight away.
03
Clock in and out
On the device staff already own, with optional location checks.
04
Review and export
Attendance, costs and payroll-ready hours in one place.

Built for the way your sector runs shifts

Same platform, different rules. Pick the setup that matches your operation.

Care homes

Cover every unit, day and night, with the compliance checks your managers already do by hand.

Minimum staffing, senior and nurse requirements per unit and shift
DBS, right to work, training and professional registration expiry warnings
Night-shift eligibility and approved-site checks before you publish
Agency hours and cost tracked against internal staffing cost
Workforce evidence exports for inspection preparation

Workforce records only — no resident or clinical information is stored.

Explore care home rota software

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Hospitality

Build the week around trade, then keep labour cost in view as shifts change.

Split shifts, late finishes and last-minute cover requests
Labour cost against a weekly budget per venue
Open shifts staff can claim, with a manager approving the claim
Clock-in windows so early arrivals don't add unplanned hours

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Retail

Staff several stores from one rota, with availability and holiday handled in the same place.

Availability collected from staff before the week is built
Store-by-store cover gaps surfaced before publishing
Holiday caps so you're never short on a peak trading day
Transfer or share staff between stores when you need cover

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Cleaning

Mobile teams working across client sites, clocking in where the work actually happens.

Per-site clocking radius and permitted time windows
Verification attempt log showing site, time, distance and outcome
Travel between sites visible on one rota
Payroll-ready hours per client site

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Security

Continuous cover with rest periods and long shifts accounted for.

Night and 12-hour shift patterns on the same board
Rest-period and excessive-hours warnings before you publish
Uncovered post alerts as the shift approaches
Attendance exceptions reviewed and resolved with an audit trail

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Multi-site businesses

One organisation, many locations, managers who only see what they should.

Site managers scoped to their own locations; multi-site managers see the group
Combined and per-site payroll, reports and labour cost
Per-site clocking rules, budgets and staffing requirements
Archive a closed site without losing its history

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What's actually included

A factual list of what WorkPilotAi does today. We don't compare ourselves against named competitors — check their own documentation for what they offer.

Rota planning and publishing
Every plan
Draft, check, publish; staff notified in-app
Leave and absence
Every plan
Allowances, requests, manager approval
Shift swaps and cover
Every plan
Staff request, manager decides
Clocking and attendance
Every plan
Phone, tablet or computer; no clocking terminal
Attendance verification rules
Every plan
Per-site radius, time windows, evidence rules
Labour cost tracking
Every plan
Hours, overtime and estimated cost from your pay rates
Payroll Readiness checks
Every plan
13 checks before a period can be exported
Payroll CSV export
Every plan
Column names you map yourself
Signed payroll webhook
Every plan
HTTPS only, signature verified
AI workforce assistant
Every plan
Read-only answers, monthly run allowance
AI draft rota
Every plan
Draft only — a manager publishes
Multiple sites
Plan dependent
Site limit varies by plan
Departments and teams
Plan dependent
Department limit varies by plan
Care and healthcare mode
Optional setting
DBS, right to work, training, staffing rules
Agency cost tracking
Optional setting
Agency hours and cost vs internal cost
Role-based access and audit trail
Every plan
Eight role profiles, changes recorded

WorkPilotAi capabilities and availability
Capability	Availability	How it works
Rota planning and publishing	Every plan	Draft, check, publish; staff notified in-app
Leave and absence	Every plan	Allowances, requests, manager approval
Shift swaps and cover	Every plan	Staff request, manager decides
Clocking and attendance	Every plan	Phone, tablet or computer; no clocking terminal
Attendance verification rules	Every plan	Per-site radius, time windows, evidence rules
Labour cost tracking	Every plan	Hours, overtime and estimated cost from your pay rates
Payroll Readiness checks	Every plan	13 checks before a period can be exported
Payroll CSV export	Every plan	Column names you map yourself
Signed payroll webhook	Every plan	HTTPS only, signature verified
AI workforce assistant	Every plan	Read-only answers, monthly run allowance
AI draft rota	Every plan	Draft only — a manager publishes
Multiple sites	Plan dependent	Site limit varies by plan
Departments and teams	Plan dependent	Department limit varies by plan
Care and healthcare mode	Optional setting	DBS, right to work, training, staffing rules
Agency cost tracking	Optional setting	Agency hours and cost vs internal cost
Role-based access and audit trail	Every plan	Eight role profiles, changes recorded

Straight answers before you sign up

What the AI does, what it never does, who approves what, how your data is protected and what "payroll-ready" means.

What the AI does

Answers questions about your own workforce data
Highlights uncovered shifts, overtime risk and attendance exceptions
Suggests a draft rota from availability, leave and budget
Explains where each answer came from
Points you at the page where you can act

What the AI does not do

Publish a rota or send anything to staff on its own
Approve leave, swaps, timesheets or corrections
Clock anyone in or out, or change an attendance record
Read data from another organisation or an unauthorised site
Show an employee a colleague's private details
Make employment decisions for you

Needs a manager's approval

Publishing a rota or accepting an AI draft
Leave, sickness and shift-change requests
Shift swaps and open-shift claims
Attendance corrections and disputed decisions
Approving and exporting a pay period
Granting or removing another manager's access

How your data is protected

Traffic is encrypted in transit (HTTPS).
Every record is scoped to your organisation by row-level database rules, then again by site and role.
Clocking photos and other private files use signed links that expire.
Owners and managers can turn on multi-factor sign-in, see signed-in devices and end another session.
Retention periods for attendance, location data, photos and audit logs are yours to set, and expired data is purged.
Administrators can export, correct or delete a person's data and record the reason and outcome.

We describe only what is implemented. We do not claim any security certification. Read the privacy notice.

What "payroll-ready" means

WorkPilotAi prepares the hours; it does not pay anyone. A payroll-ready period is one where:

Every shift has a matching clock-in and clock-out, or a logged correction.
Duplicates, overlaps and unusual durations have been reviewed.
Overtime, pay rates and pay rules resolve without conflict.
Leave and sickness don't clash with recorded attendance.
Timesheets and manual edits are approved by a manager.
No blocking error remains — the export stays locked until they're cleared.

You then export a CSV with your own column names, or push the period to your payroll provider over a signed webhook. WorkPilotAi is not a payroll bureau and does not make payments or file with HMRC.

What each plan includes

Every plan includes the full product — rota, leave, attendance, swaps, payroll-ready exports, reports and AI. Plans differ by how many active employees, sites and departments they cover.

Free
Up to 5 employees
1 workplace/site · up to 2 departments or teams
Starter
Up to 10 employees
1 workplace/site · up to 3 departments or teams
Team
Up to 25 employees
1 workplace/site · up to 5 departments or teams
Growth
Up to 50 employees
1 workplace/site · up to 8 departments or teams
Professional
Up to 250 employees
Up to 3 workplaces/sites · up to 8 departments or teams per site
Enterprise
More than 250 employees / multiple sites
Up to 10 workplaces/sites · up to 12 departments or teams per site

Compare all plans

Simple pricing that grows with your team

Every plan includes the full product. Plans differ only by how many active employees, sites and departments they cover.

Free

£0

Up to 5 employees

1 workplace/site · up to 2 departments or teams

Starter

£29

Up to 10 employees

1 workplace/site · up to 3 departments or teams

Team

£59

Up to 25 employees

1 workplace/site · up to 5 departments or teams

Become a WorkPilotAi Founding Customer

We're inviting a small number of UK shift-based businesses to help shape WorkPilotAi through real-world use and honest feedback.

Guided setup and onboarding
Help importing staff and creating your first rota
Direct access to the WorkPilotAi team
Priority support throughout the pilot
The opportunity to influence future improvements

In return, we'll ask for honest feedback about your experience. There is no obligation to provide a positive review.

Apply for the Founding Customer Programme Book a Live Demo

Built transparently for real workforce management

Real product screens with demonstration data
AI suggestions remain subject to manager approval
No fabricated customer claims or performance statistics
Clear plan limits and pricing
Businesses can export their workforce data

Frequently asked questions

What is WorkPilotAi?: An AI-assisted workforce platform: rota planning, leave, attendance, shift swaps, labour costs, payroll-ready exports and an AI assistant in one place.
Who is it for?: Any business that runs shifts — care homes, healthcare, hospitality, retail, cleaning, security and multi-site operations.
Can I run multiple sites?: Yes. Plan each site separately, scope managers to their own locations, and see roll-up reporting across the group.
Does the AI make changes on its own?: No. The AI surfaces issues and suggests a draft. Nothing reaches your staff until a manager publishes it.
Does it run payroll?: It prepares the hours. You export payroll-ready CSV or push a period over a signed webhook. WorkPilotAi is not a payroll bureau.
Is my workforce data secure?: Every record is scoped to your organisation by row-level database rules, traffic is encrypted in transit, access is role-based and changes are audited.
What happens after the trial?: Your chosen plan starts automatically after 30 days unless you cancel. If a payment fails, the account falls back to a free tier for up to 5 employees.
Can I export my data?: Yes. Rotas, staff, attendance, hours and payroll data export to CSV at any time.

Still deciding? Visit the help centre or ask us a question.